The approvals report is used to display lists of content review information. It's great for keeping track of the content reviews taking place across multiple spaces.
By default, this report is only available to users who can Add content (pages or blog posts) to the space.
Admins can make it available to everyone by changing the Workflow Activity and Drafts Visibility setting.
Adding the report
To add the report to a page
- In the page editor, choose Insert
- Set the Type setting to approvals
- Choose Insert
Here's how the macro looks on your page:
Filters can be applied to the report by a user on the page.
|View||View Pending, Approved or Rejected approvals|
|Approvals||Which approval (name) to filter by|
|Last updated by||User who last modified the page|
|Updated||Timestamp of page modification|
|State||Workflow state page is currently in|
Displays one or more approval status icon(s) for approvals in the current state for each page and a hyperlink to the content version at the time when the approval became active.
This is only shown when a named approval is selected in the filter options above the report header. Details for the status will also be displayed in the last (No name) column of the report.
Choose the Pending filter along with the named Approvals filter
The active pending status icon will also include
If the approval is not active but pending (for example the approval limits reviewers to assignees and none have been assigned) the last approval decision will be displayed without the green tick.
Choose the Approved or Rejected filter is along with the named Approvals filter
A link to the page version that existed when the approval became active. If no further edits have yet been made then the link will be to the (Current) version.
If further edits have been made choosing the link displays a message warning the user that a more current version exists.
Details of the Approval status showing any action required and recent activity related to the approval.
Only shown when an approval is selected in options above header.
The report content can be customized by editing workflow report macro settings.
The on-page report filters will still be available for users unless the report macro is edited to Hide Headers.
Customizing the report
You can customize the report macro with the following macro settings.
These settings can be used to display a report that lists approvals
- for specific a space(s)
- on content with specific label(s)
- on content with a named parent
- by approval name
- that are pending, approved or rejected
- for a specific approver
|Space Key(s)||Current space|
Which space(s) should be included in the report?
You must specify the name of a content review for this report to work.
The number of results to show per page.†
Which stage of the content review should the content be in?
Should the report be filtered by content label(s)?
If using a list of labels, you can prefix the list with
|Parent Page Filter|
Should the report be filtered to a specific parent page and the child pages of the specific page?
Should the report be filtered to content that the specified user can currently review?
Which column of the report should results be sorted by?
|Sort Order||descending||Should the sort be in ascending or descending order?|
|† The macro has a 500-page limit for each report. If a larger report is required it may be useful to use the CQL REST API.|